Administrative Assistant to the Principal - Vacancy ID: 169166

Vacancy Details

Administrative Assistant to the Principal
Clark Street Community School
Open until filled


Diane Austin
Personnel Specialist

Position Details

As soon as possible
Commensurate with experience + excellent district benefits
8.0hrs per day, 7:45a - 4:15p, M-F, 238 days
Full Time
Position Summary: This position has primary responsibility to provide administrative support to the Clark Street Community School Principal, governance board, and staff. This position is also responsible for providing information and support to staff, parents, students, and the community. Position Duties: Essential Job Functions: 1. Manages day to day activities within the CSCS office which include, but are not limited to the following: Answer and manage incoming calls; Receive and interact with incoming visitors; Coordinates the flow of internal and external information and communications such as mail, bulletins, and electronic notifications; Maintains various database records within District systems; Maintains and files records; Arrange and coordinate meetings and events; Records and distributes minutes of meetings; Prepares and edits correspondence, communications, presentations and other documents; Manage and maintain Assistant Principals schedules, appointments and travel arrangements as needed. 2. Coordinates project based work such as, but not limited to: Coordinate communication, information, and recruitment efforts for CSCS; Assemble and analyze data to prepare reports and documents; Manage student enrollment, lottery, and registration process; Work with staff team to plan events such as student led conferences, family events, Presentations of Learning, community events, open houses, and senior celebration; Build annual calendar of events; Track end of year checkout procedure for staff; Coordinate and track safety drills according to district procedures. 3. Fiscal management including, but not limited to: Input and manage building budget including grants and/or gifts; Purchase and maintain inventory of office supplies, instructional materials, equipment, and professional developmental materials; Maintain fiscal records for purchasing cards; Ensure proper cash handling procedures for field trips, fundraisers, etc. including collecting money, issuing receipts, and completing back deposits; Manage payment of student fees. 4. Student Management which includes, but is not limited to: Greet and assess the needs of students to maintain a supportive office climate; Develop positive, supportive relationships with students; Maintain confidentiality; Maintain accurate behavioral and attendance data in student management system; Maintain communication with families to support student success; Manage and supervise student office volunteers. 5. Coordinates Educator Effectiveness process for the building including, but not limited to: Manage classroom observation records and evaluation forms; Maintain 3-yr calendar and annual observation calendar; 6. Supporting the Clark Street Community School Board which includes, but is not limited to: Attend meetings and keep and distribute meeting minutes; Maintain all CSCS Board documents and records; Maintain CSCS Board fiscal information and manage day to day purchasing and bill paying. 7. Receptionist and Office Leadership: Assist parents, students, staff, and community partners with issues or refer them to appropriate administrative staff; Handle urgent and emergency calls; Assist other office personnel when necessary to ensure proper training on new systems; Work closely with staff to ensure District alignment to policies; Act as a key point of reference regarding school systems and procedures. 8. Bilingual candidates (Spanish/English) preferred.
Qualifications: Education: Equivalent to Associate Degree. Experience: Minimum of three years of experience in an Administrative Assistant position at the Executive level. Special Requirements: Proficient in Microsoft Word, Excel, and Publisher; Experience working with database programs similar to the District’s financial and student management systems. Personal Attributes Required: Organizational and planning skills; Strong communication skills; Problem solving, judgment and decision-making skills; Ability to maintain attention to detail and accuracy within a stressful environment with interruptions; Shows initiative and flexibility; Adapts well to a changing environment / list of priorities; ability to work well independently or within a team; Customer service orientated; Maintains confidentiality of information. Essential Physical / Mental Requirements: This position is performed indoors. 1. Must be able to sit or stand for prolonged periods, up to six hours in an eight-hour day. 2. Must be able to perform light physical work, frequently lifting up to ten pounds and occasionally lifting up to thirty pounds without assistance in an indoor setting. 3. Must be able to communicate effectively on the telephone and in person to provide information and assistance. 4. Must be able to move throughout the building and from building to building. 5. Must be able to reach in all directions and bend/stoop to store and retrieve files, use telephone, calculator, computer and other office equipment. 6. Must have dexterity and hand/eye coordination necessary to operate computer keyboard, hand tools, test equipment and other office equipment such as fax machine, printers, etc. 7. Hearing activity requires the ability to participate in numerous conversations throughout the day, both in person and over the telephone. 8. Must be able to complete job duties in an environment where background noise and frequent interruptions are the norm.

Candidate Requirements

  • Cover Letter
  • Custom Questions